OFFICE OF THE SELECTBOARD
Town of Halifax, Vermont
REGULAR MEETING MINUTES- DRAFT
August 21, 2012
Call to Order
The meeting was called to order at 6:30 PM at the town office. Board members in attendance were Lewis Sumner and Earl Holtz. Edee Edwards was absent. Others in attendance were Jessica Bruno, Joe Tamburrino, Margo Avakian, Ray Combs, Orrin Isles, Tim Putnam, John Kirk, Richard Lemaire (RJM Construction), and Phyllis Evanuk.
Approval of Minutes
Holtz moved to accept the minutes of the August 7, 2012 regular meeting as written. Sumner seconded the motion.
The motion carried 2-0-0, and the minutes were approved.
Sumner moved to accept the minutes of the August 17, 2012 special meeting with a small correction. Holtz seconded the motion.
The motion carried 2-0-0, and the minutes were approved.
The Selectboard will wait on the approval of the August 13, 2012 special meeting until Edwards is present as Holtz was not at the beginning of the meeting.
Reed Hill Bridge Deck Removal Bids
The Selectboard opened the bids for removal and disposal of the Reed Hill Bridge deck destroyed during the flood. The concrete deck is currently at the town garage.
-Renaud Brothers- Vernon, VT- labor and equipment for removal of pre-cast concrete deck at the town garage $6,000.
-Bartlett & Boyd- Jacksonville, VT- removal and disposal $4,000.
-RJM Construction- Whitingham, VT- removal and disposal of concrete deck $3,975.
-LaFogg & Hathaway- Williamsburg, MA- removal and disposal $7,825.
Sumner made a motion to award the bid for the removal and disposal of the Reed Hill Bridge concrete deck located at the town garage to RJM Construction (Whitingham, VT) for $3,975. Holtz seconded the motion, which carried 2-0-0.
Snow Plow for One Ton Truck
Sumner noted that the Selectboard had discussed in the spring that the snow plow for the one ton truck is worn out. Holtz noted that any new snow plow should be able to be used on whatever new truck might be purchased to replace the one ton.
Sumner made a motion to have Joe Tamburrino work with Brad Rafus to put the new snow plow out to bid for the one ton truck. Holtz seconded the motion, which carried 2-0-0.
Repeater for Highway Radios
Sumner noted that there is a 50% grant from VT Emergency Management for a repeater for the highway radios.
Sumner made a motion to have Joe Tamburrino work with Brad Rafus to put the repeater for the highway radios out to bid. Holtz seconded the motion, which carried 2-0-0.
Clean-up of River Debris
Tamburrino reported that a PO was placed with Pat Rawson and he has been notified and is ready to start the clean-up of the river debris. We are waiting on Drew Adam and Mike LaPoint to give the ok to start the project. Sumner reported that he signed a 60 day extension (October 27, 2012 extension date) and called Mike LaPoint to let him know it was faxed and mailed. Tamburrino noted that as soon as we get approval from the State, we can start the project. There will be a meeting between the contractor and LaPoint on the same day that work will start. Holtz reported that he has all four permission forms from the landowners involved in the river debris project.
Tropical Storm Irene Recovery Projects
Tamburrino reported that 7 or 8 contractors came out for the Deer Park Bridge meeting. He noted that when they dig the hole for the abutment on the Green River Road side, they may need permission from the landowner to put in a temporary road for the storage of equipment and materials. We may need to discuss the cost of the temporary road after the purchase order is awarded. Every contractor had concern regarding having enough room for the equipment. Bid closing date is 9/4/12 at 6:00 pm.
Tamburrino reported that SVE set a tentative date for the Hale Road Bridge pre-bid meeting for 9/3/12. However, as this is Labor Day, it will likely be rescheduled. Bids are due 9/18/12 at 6:00 pm. SVE feels that if we can get an extension of time to be in the river, we can finish the project by the end of this year. Holtz inquired which is in charge of ANR (Agency of Natural Resources) approval for the extension of time allowed to have equipment in the river? Tamburrino replied that Christina Moore or SVE will work on getting the extension.
Tamburrino noted that the purchase order may be on hold temporarily as we are waiting on a response from SVE for engineering of probable costs for the original bridge replacements.
Tamburrino expressed that the town will have to pay for the concrete deck as the original deck was wooden and FEMA will not pay the difference for the concrete decking. Christina Moore is working with SVE and Tamburrino to get the project approved with the exception of the concrete deck.
Sumner reported that they will be pouring the footings for Reed Hill Bridge on Wednesday on the far side of the bridge.
Holtz reported that the Selectboard has a special meeting and agreed to participate in trying to get cell phone service through a VTA grant. A required letter of support was sent out by the Monday due date.
Hearing of Visitors
Kirk inquired whether there was an update on the Community Hall roof. Holtz replied that he looked into grant opportunities. The Agency of Commercial and Community Development/ VT Historic Preservation has a 50/50 grant which can be applied for through mid-October. He believes that you need to perform the work, pay for it, and then get reimbursed. Holtz will forward the information to Evanuk. Holtz explained that the grant can be as high as $20k. Tamburrino inquired whether they had gotten any additional bids on the roof. Evanuk was not sure, but she thinks there are verbal commitments for reduced or donated labor costs.
Evanuk reported on the municipal planning grant for 2013. Edwards is the municipal authorizing official this year, and is therefore the only one who can initiate the 2013 application. Edwards will have to be validated on the website before they can download the application. Evanuk was a writer last year, but she needs to be re-validated as she does not have her username and password. Evanuk noted that the grants are administered through Windham Regional but actually the grant is through the State.
The Planning Commission would like the Selectboard to join them at the September 11, 2012 meeting around 7:30 or 8:00 pm. John Bennett from Windham Regional will be there to discuss municipal planning and present an overview of the roles of the Selectboard and the Planning Commission.
Holtz noted that he would like to discuss the VTA grant for cell phone service at the Planning Commission meeting.
Tamburrino reported that we received state certification for the gravel from Colrain Sand and Gravel. They will resume delivery tomorrow (8/22/12). Isles inquired whether the loader will be there to push it over the bank. Tamburrino will check in with Rafus. Holtz added that they received the state certifications from the lowest bidder and the next lowest bidder.
The mail was reviewed and appropriately filed.
Selectmen’s Order to Town Treasurer for bill payment
The order for payment of bills was completed and signed.
The meeting was adjourned at 7:47 pm.